Filing & scanning
User Inbox
Each user has their own Inbox, where all imported documents
arrive before being committed to the central store. A flexible
filing structure makes the documents easy to manage. For example,
you can create subfolders within the Inbox for specific divisions,
customers or projects. Inboxes can also be assigned to Groups,
allowing multiple users to file documents coming into the system.
When a user is assigned as a member of the group, they
automatically have access to the documents stored in the Group
Inbox, or any of its subfolders.
Filing your documents
Once in the document management system, 'tagging' documents will
ensure that they're easy to retrieve. Tags are applied in just a
few clicks, selected from intuitive drill-down windows. You can
ensure that mandatory tags are included (e.g. company name)
alongside any optional information (e.g. company geographic). A
large number of default tags are supplied with each document, which
can be added to/edited at will. Tag lists can also be driven from
SQL tables, views or stored procedures, giving you unlimited scope
for searching.
Auto-filing & scanning
An optional Network Services module enables you process large
volumes of documentation with ease. Barcodes produced in Dimensions
can be printed and attached to documents such as purchase invoices
and left to scan. Each scanned file is deposited on a network
folder, which is constantly monitored. The system reads documents
coming in and determines where they should be sent, for example, a
specific user Inbox or a certain folder.
Document identifiers
The filing process can be further refined through the use of
document identifiers. These enable you to build additional
information into barcodes and filenames, giving Access Document
Management more information when filing the document. For example,
you could apply set values to specific barcodes so that when filing
purchase invoices, the system automatically populates the 'Database
Name' field and fills out the 'Purchase Ledger Primary' tag. Again,
this option requires the use of the Network Services module.
File prefixes
This function lets you code documents so that similar documents
are automatically stored together. For example, you could tell the
system to send all documents with the prefix 'S-INV' to 'Sales and
Order Confirmations' folder. This also makes it easy to locate a
specific type of document, for example, when looking for all
invoices within a list.
Barcode identifiers
Similarly, adding a prefix to barcodes will ensure that only
specified barcodes are read by the system. This is particularly
useful when processing third-party documents (such as purchase
invoices) where the source file may already contain a number of
barcodes. Adding a prefix to the configuration means that only the
correct information is picked up, and enables large volumes of
documents to be scanned using just one separator sheet. It also
eliminates the time-consuming process of redacting irrelevant
barcode information prior to scanning.
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